Instructions for PAU Employees

Adding Hours to the Timesheet

This document describes how to add regular hours and "exchange hours" to a PAU timesheet. PAUs are a unique classification of employees that are paid a set salary for average hours worked (typically 20 hours per week) but are allowed fluctuating schedules as demanded by the academic calendar.

When a PAU works more than 20 hours in a week, an exchange hour is "earned" for each hour over 20 that is worked. When the work load decreases and less than 20 hours are worked in a week, exchange hours are "taken" to fill up to 20 hours. It is important to note that the 20 standard hours must be met each week to ensure proper payment.

Let's get started by looking at how to enter regular hours worked. From your timesheet, click the 'edit' button near the upper-left corner (see Navigating the Portal if you are not sure how to open your timesheet).

Regular Hours Worked

If you are entering hours for today's date, you will notice that the day is already expanded in the Hours Detail section of the timesheet. Click the 'add' button next to the date to insert a blank timeblock row. Use the show/hide buttons to expand/collapse different days if you are not entering time for today's date.

If this is your only TIME Assignment, the assignment will already be selected. Select your PAU assignment if you have more than one active assignment in TIME. The Earn Code dropdown list is contingent on the assignment collection. From this dropdown menu, select the first entry: RBP - Regular Pay BW Professional.



Now that the Earn Code (RBP) is selected, the Begin Time and End Time fields are available for input. Some earnings use Beg/End Time and auto-calculate the Hours field while other earnings like Sick Leave just take a direct entry to the Hours field (covered later in the Exchange Hours Taken section).

After populating the Begin and End Times, our work is finished for this row. We could click the 'save' button at the top or bottom of the page and the entry would be recorded. If you see a symbol next to your entry after attempting to save then you have an error that needs to be corrected. You will need to fix the error (read the error text to see what the problem is) and click save again in order to complete your entry.

If you want to delete an entry, click the 'delete' button on the far right of any timeblock row. You will also find a 'copy' button in the same area. If you worked the same hours on another day you can copy the current timeblock row to one or more days.



Clicking 'copy' brings up a simple checkbox interface that allows you to copy that same timeblock to other days. Check the days you want the row copied to and select the 'copy' button.


Clicking "copy" returns you to the timesheet with all the checked days populated.

Exchange Hours Earned

When you work beyond your normal work schedule, you must add a different block of time and mark it as Exchange Hours Earned (EHE). EHE takes begin and end times just like the RBP earn code but does not change your rate of pay. Instead, these hours are banked for future usage. If you are not in 'edit mode' click the edit button and then click add on the day you want to record EHE hours. Select the assignment and then EHE from the Earn Code dropdown.

Enter the Begin and End Times for the earned hours. Since this is time at work, we need accurate record-keeping for begin and end times even though these are hours towards exchange. These hours can be copied just like our RBP example above. In this example, we are only adding EHE to Monday, August 24.

Exchange Hours Taken

When workload decreases and you work less than 20 hours, Exchange Hours Taken (EHT) can be used to make up the difference. In edit mode, click add on the appropriate date, select your assignment, and the select EHT from the earnings list.

Hours Summary

After clicking save at the top or bottom of the timesheet, you should review your entries in the Hours Summary section of the timesheet. Note how the different earnings are grouped (or separated).

The Exchange Hours Earned in week one are kept separate from "Regular Hours." Regular hours drive pay - the EHE hours are banked for hours above the regular schedule.

In week two, note that the Exchange Hours Taken are grouped within Regular Hours. Had these hours not been added to week two, only 15 hours would be in 'pay status' for the week. The EHT hours make up the difference and ensure a full week's pay.